Fox Chapel Area School District School Volunteer Manual Manual includes school volunteer application and directions for completing the required clearances.
Fox Chapel Area School District greatly appreciates all of our volunteers who provide much needed assistance to students and teachers in so many ways, from attending school field trips and musical competitions to athletic activities. This manual serves as a resource for all current and prospective volunteers for the Fox Chapel Area School District. It contains District policies and procedures for volunteers, including the processes to apply for clearances. Please read through this handbook carefully. It is designed to give volunteers much of the information necessary to make your experience rewarding. If you have any general questions, please direct them to the school. If you have questions regarding clearances, please direct them to the Volunteer Secretary at 412-967-2443. Thank you for your willingness to volunteer in Fox Chapel Area School District! Your services are invaluable and much appreciated. Dr. Rebecca Stephan, Principal Fairview Elementary School 412-963-9315 Mrs. Rachel Fischbaugh, Principal Hartwood Elementary School 412-767-5396 Dr. Paul Noro, Principal Kerr Elementary School 412-781-4105 Mrs. Kristy Batis, Principal O Hara Elementary School 412-963-0333 Mr. Jon Nauhaus, Principal Dorseyville Middle School 412-767-5343 Mr. Michael Hower, Lead Principal Fox Chapel Area High School 412-967-2430
Becoming a School Volunteer 1. Complete the volunteer application. 2. Submit the volunteer application with the three (3) required clearances to: volunteers@fcasd.edu or mail to Volunteer Secretary, Fox Chapel Area School District, 611 Field Club Road, Pittsburgh, PA 15238. 3. You and the appropriate school(s) will be notified when your clearances are approved. 4. A badge bearing your name, school, and expiration date will be sent to the appropriate school(s). 5. Clearances are valid for five (5) years from the oldest clearance date. Note: Current clearances that are less than five years old will expire at the five-year anniversary based on the date of the oldest clearance. All new volunteers must present clearances less than one year old. Basic School Volunteer Procedures Once you have been approved as a volunteer: 1. Be sure to sign in and out of the building each time you visit to volunteer. 2. ALWAYS secure and wear a volunteer badge while in the school. Return the badge at the end of your day. 3. Compliance with all building rules in place for all staff is required. 4. Please refer to the classroom teacher for his/her preferred method of dealing with day-to-day situations. 5. Discovery or concerns of possible physical abuse, sexual abuse, and neglect should be shared with a building administrator immediately. 6. Remember if you don t know ASK! We ll be glad to help.
Fox Chapel Area School District Volunteer Application Date School Full Name (First) (Middle) (Last) Address Phone Numbers Home Cell Work Email Address Do you have children or grandchildren in school? Yes No If yes, where do they attend? (circle all that apply) Fairview Elementary Hartwood Elementary Kerr Elementary O Hara Elementary Dorseyville Middle High School Child s Name Grade Teacher Child s Name Grade Teacher Child s Name Grade Teacher Individuals to Call in Case of Emergency (for volunteer) Name Phone Name Phone Please submit this application, as well as the required clearances, to: volunteers@fcasd.edu If you prefer, please mail to: Volunteer Secretary, Fox Chapel Area School District, 611 Field Club Road, Pittsburgh, PA 15238
District Guidelines and Policies Relating to School Volunteers 1. Accident Reports - Any accident involving a student, employee, or volunteer that occurs on school property must be reported to the school office using the appropriate District accident report forms. Such forms are needed for prevention of future accidents, regardless of insurance coverage or liability issues. Accident report forms can be secured from the building secretary. 2. Confidentiality - It is expected that matters of confidential information or materials about students, staff, other volunteers or school district business will be maintained as confidential by anyone who may become aware of such information. 3. Drug/Substance Abuse Policy - It is the intent of the Fox Chapel Area School District to maintain an alcohol and drug-free school environment. It our policy that the possession or use of alcohol or a controlled substance is prohibited at any time while volunteering for the District. It is also the policy of the District that volunteering while under the influence of alcohol or a controlled substance is prohibited. Nothing in this policy should be construed as applying to doctor prescribed medications. 4. Fire and Emergency Procedures - In the event a fire starts in the building, use the following guidelines for reporting the fires: a. Notify the office to call 911. b. Have everyone evacuate the area as a precaution. c. In the event of other emergencies, you are to follow instructions provided by the teacher or building principal. 5. Harassment Policy - The Fox Chapel Area School District is committed to providing a safe, positive environment free of discrimination and harassment based on race, color, national origin, religion, sex (or gender), familial status, age (40 and over), sexual orientation, or any other protected status. Offensive or harassing behavior will not be tolerated. 6. Smoking and Tobacco Policy - In order to protect students, staff, and visitors from the safety and health hazards of smoking, and to promote a pleasant, smoke-free environment, the District prohibits smoking by any person in school buildings, in school buses/school vehicles, and on school grounds. This ban is in effect at all times and specifically includes the regular school programs as well as all cocurricular and community events held on school property. 7. Use of School Name - The name of Fox Chapel Area School District, any of its schools, any school groups, or any employees in their school-related capacity may not be used by any outsider, organization, or individual for the solicitation of advertising or any other consideration for merchants or residents of the Fox Chapel Area School District without prior approval of the Board of School Directors.
Clearances In December 2014, the PA Legislature adopted Act 153 of 2014 as an amendment to a section of the Child Protective Services law requiring background checks for volunteers every three years. A volunteer is defined as an individual in an unpaid position with a program, activity or service who is individually responsible for the welfare of one or more children or has direct contact with children. The District's Amended Policy No. 916 defines direct contact as the "possibility of care, supervision, guidance or control of children or routine interaction with children. The required clearances are: 1. Act 114 FBI Criminal History Report ($24.25) 2. Act 151 Pennsylvania Child Abuse Clearance (No Cost for Volunteers) 3. Act 34 Pennsylvania Criminal History Clearance (No Cost for Volunteers) The volunteer will incur the costs of the clearances. Please follow the instructions in this manual for obtaining clearances. Upon receipt of your clearances, you may scan and email the completed clearances to volunteers@fcasd.edu or submit your clearances to the Volunteer Secretary, Fox Chapel Area School District, 611 Field Club Road, Pittsburgh, PA 15238. You will be required to obtain your clearances prior to any contact with students. If a volunteer is arrested or convicted of a Disqualifying Offense that is listed in Policy 916 or named as a perpetrator in a founded or indicated report, he/she must provide written notification of the same to the District Superintendent s Office no later than 72 hours after the arrest, conviction or notification that he/she has been listed as a perpetrator in the statewide database. If the District has a reasonable belief that a volunteer was arrested or convicted of a Disqualifying Offense that is listed in Policy 916, or was named as a perpetrator in a founded or indicated report, the District may require me to update his/her clearances before being permitted to continue to volunteer in the District. Willful failure to disclose this information is a misdemeanor in the third degree. Revised 08/03/2017
Instructions for Completing PA Child Abuse History Clearance Form Apply for your PA Child Abuse Clearance online at: https://www.compass.state.pa.us/cwis 1. This is an online procedure. Your will need an email address to create an account. In addition, you must provide all your past addresses since 1975 plus the names, relationship, and ages of all individuals with whom you have resided since 1975. 2. Click the box, Create a New Account and create a new Keystone ID before you begin your application. You will get a temporary password emailed to the email account you provided. Close the website. 3. Retrieve your temporary password from your email. 4. Open the website address again. Login, enter the Keystone ID you created, and the temporary password that was emailed to you. 5. Follow the directions to create a new password (this will be your permanent password); write down your User Name (Keystone ID) & Password for future reference & use. 6. Follow the prompts to apply for your clearance. 7. You will have immediate access to your results or the status of your results if your results cannot be processed immediately. 8. Please retain a copy for your records. ~ OR ~ If you cannot apply for the clearance online, you may mail your PA Child Abuse History Clearance. The form (CY 113) follows these instructions. Please read the instructions prior to completing the form. 1. Type or print clearly and neatly in ink only. 2. The address must be applicant's current home address. 3. All information must be completed in full. 4. Purpose for Clearance - Check Volunteer. 5. You must provide all your past addresses since 1975 plus the names, relationship, and ages of all individuals with whom you have resided since 1975. This information must be provided to the best of your knowledge and belief. If necessary, attach additional pages. 6. Application must be signed. 7. Mail completed form to: Childline and Abuse Registry, Department of Public Welfare, P.O. Box 8170, Harrisburg, PA 17105-8170. 8. Do not send any postage-paid, return envelopes. 9. Application should be placed in a business-sized or larger envelope. 10. Clearance results will be mailed to you and may take four (4) weeks or longer. 11. There will be no replacements after ninety (90) days. 12. Failure to comply with the above instructions will cause considerable delay. Inquiries and Questions If you have any questions, call 1-877-343-0494. Instructions for Completing Pennsylvania State Police Request for Criminal Record Check
The Pennsylvania State Police Criminal Check (SP4-164A Volunteer Only Form) can be applied for online: https://epatch.state.pa.us/home.jsp 1. Select Submit a New Record Check. 2. Complete the required information. 3. Once your record request is processed, you will see proof of the transaction with a Control Number and the date you are processing the request. 4. When the Search Results table appears, click on the Control Number. Once you click the Control Number, the Record Check Details page is opened. 5. The Record Check Details page is only a receipt and not acceptable as a clearance. Important - Print proof this page. With this information, you will be able to reprint the clearance information should you lose it. 6. Click on Certification to access your official clearance. 7. Print the clearance. ~ OR ~ If you cannot apply for the clearance online, you may mail your PA Criminal Record Check form. The form (SP4-164A) follows these instructions. 1. Complete the form. Type or print clearly and neatly in ink only. 2. The address must be applicant's current home address. 3. All information must be completed in full. 4. Reason for Request - Check Volunteer. 5. Mail completed form to: Pennsylvania State Police Central Repository RCPU 1800 Elmerton Avenue Harrisburg, PA 17110-9758 6. Do not send any postage-paid, return envelopes. 7. Application should be placed in a business-sized or larger envelope. 8. Clearance results make take four (4) weeks or longer and will be mailed to you. 9. Failure to comply with the above instructions will cause considerable delay. Inquiries and Questions Call 1-888-783-7972 if you have questions.
Instructions for Completing Pennsylvania Department of Education (PDE) FBI Federal Criminal History Record Request ($24.25) The Process The fingerprint-based background check is a multiple-step process: 1. The applicant must register prior to going to the fingerprint site. Registration is completed online or over the phone. Walk-in service without prior registration will not be provided at any fingerprinting location. Go to www.pa.cogentid.com to register or call 1-888-439-2486 Monday through Friday, 8 a.m. to 6 p.m. EST. 2. Registration is available online 24 hours/day, seven days per week at www.pa.cogentid.com. BE SURE TO SELECT THE PA DEPARTMENT OF EDUCATION LINK (NOT THE DEPARTMENT OF HUMAN SERVICES). At the next screen, select Register Online. 3. During the registration process, all demographic data for the applicant is collected (name, address, SSN, etc.) so that there is no data entry required at the fingerprint collection site. 4. The applicant will pay a fee of $24.25 for the fingerprint service and the Criminal History Record Inquiry (CHRI). The new system provides the CHRI online to the school district. All applicants will receive an unofficial copy of their report. 5. Applicant may make his/her payment online at www.pa.cogentid.com using a credit card or debit card. Money orders or cashiers checks payable to Cogent Systems will be accepted on site for an applicant who does not have the means to pay electronically. No cash, business, or personal checks are allowed. 6. The applicant proceeds to the fingerprint site of choice. Location of fingerprint sites and days and hours of operation for each site are posted on Cogent Systems website at www.pa.cogentid.com. The location of fingerprint sites may change over time. Applicant is encouraged to confirm the site location nearest to his/her location. 7. At the fingerprint site the Applicant Livescan Operators (ALO) manage the fingerprint collection process. 8. The fingerprint transaction begins when the ALO reviews the applicant s qualified State or Federal photo ID before processing the applicant s transaction. A list of approved ID types may be found on Cogent Systems website at www.pa.cogentid.com. Applicant will not be processed if they cannot produce an acceptable photo ID. 9. After the identity of the applicant has been established, all ten fingers are scanned to complete the process. The entire fingerprint-capture process should take no more than three to five minutes. 10. Immediately following fingerprinting, applicants will be given a number that begins with the letters PAE. Forward this number to volunteers@fcasd.edu and the school district will be able to verify your FBI Clearance. The time for processing is anticipated to take no longer than two (2) days. The applicant s scanned fingerprints will be electronically transmitted to the FBI by Cogent Systems. The FBI will electronically transmit the CHRI to Cogent Systems, where the CHRI will be stored in a secure server. The CHRI will be available online for the School Administrator to review. The CHRI that is available for review online constitutes the official record. Applicant gives permission for the School Administrator to review the report during the registration process.
The School Administrator or designee will review the CHRI to make a determination as to the fitness of the applicant to work in the position in which they will have contact with children. The School Administrator or designee will print a copy of the CHRI for the school s files. Applicant may request a paper copy of the CHRI when he/she registers to be fingerprinted. This will be the applicant s only opportunity to request a copy. The paper copy will be mailed to the applicant by Cogent Systems. The unofficial paper copy is a copy of the CHRI that the School Administrator will review online. The applicant may share the paper copy of the CHRI with the school district. However, the School Administrator is required to review the official CHRI online and print a copy of the CHRI. This can only be verified with the forwarded PAE number to volunteers@fcasd.edu. Fingerprint Corrections and Resubmissions In circumstances where a classifiable fingerprint record was not or cannot be obtained immediately upon indication, Cogent Systems will take corrective action to re-submit, or re-print the applicant at no cost to the applicant. This corrective action will be completed at the earliest possible time, and when applicable, that is convenient for the applicant. Cogent Systems will contact the applicant directly should this occur. NOTE: Reprinting can be applied to each applicant one time only. If fingerprinting must take place a third time the applicant must pay the full fee. Confidentiality (Security) of Applicant Information On-site access to the Livescan equipment, and the data traveling from the equipment, is comprehensively secured and regulated by both Cogent Systems and the regulations governing the use of that data. Security - The computer system is housed within a secured network that is protected by firewall devices configured explicitly to allow only permissible protocols and traffic. Cogent Systems ensures that all devices procured under this process continue to adhere to the Commonwealth s Security requirements. The systems are configured to provide a point of defense with controlled access from both inside and outside the network. The Livescan systems are configured to support logging and audit capability. Furthermore, the Livescan solution will support 128-bit encryption. Inquiries and Questions Information regarding process, policy, and fingerprinting locations may be found at www.pa.cogentid.com or by calling 1-888-439-2486.